Provision of security services for sarah baartman district municipality

Compulsory briefing: Wednesday 19 August 2026 at 11h00, Committee Room 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha. Failure to attend disqualifies the bid.

Closing: Monday 14 September 2026 at 12h00 noon (bid box). Public opening immediately after in Committee Room No. 1, 6th Floor.

Note: the pricing schedule header states closing date 11 September 2026; the advertisement and invitation state 14 September 2026. The 14 September date is used for submission.

SCM enquiries: Ms Khanyisile Notshulwana, tel 041 508 7007, email [email protected].

Technical enquiries: Mr Lundi Nqawa, tel 041 508 7117, email [email protected].

Bid documents: free download from e-tender portal (https://etenders.treasury.gov.za) or municipal website (https://sarahbaartman.co.za). Hard copies from Supply Chain Management Unit, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, at R227.00.

Submission channel: sealed envelope marked "BID NO. 23/2026: PROVISION OF SECURITY SERVICES FOR SARAH BAARTMAN DISTRICT MUNICIPALITY" placed in the Bid Box, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, before 12h00 noon on Monday 14 September 2026. Bids opened publicly afterwards in Committee Room No. 1, 6th Floor, same address.

Returnable forms (all must be completed, signed in black ink, and submitted):

• MBD 1 (Invitation to Bid): bidder particulars and signed offer cover page.
• MBD 3.1 (Pricing Schedule): priced per Schedule C.
• MBD 4 (Declaration of Interest): discloses any connection to state employees or the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Schedule D (Particulars of Business), Schedule E (Declaration of Interest), Schedule F (Tax Clearance), Schedule H (Financial Particulars), Schedule I (Letter of Consent), Schedule L (Form of Bid and Declaration), Schedule M (Other Required Information).

Mandatory supporting documents:

• Company registration (CK) documents and certified ID copies of directors/owners.
• Bidder's municipal statement of account for three months or valid lease agreement; directors' municipal statements for three months or lease; if unavailable, an affidavit declaring no municipal debts over 90 days.
• Proof of PSIRA registration in the bidder's name.
• B-BBEE status level verification certificate or sworn affidavit.
• Proof of address of office dealing with the project (lease or municipal account) to claim locality points.
• Financial statements for the past three years if bid value exceeds R10 million (VAT incl.).

Disqualification risks:

• Late, incomplete, facsimiled, emailed, or telephonic bids.
• Bids not on official original forms or not originally signed in black ink.
• Missing any mandatory document or form.
• Failure to attend the compulsory briefing.
• Bidders in the service of the state are excluded.

Clarifications: the municipality may request additional information; bidders must respond within 48 hours.

Mandatory documents:

• Company registration (CK) and certified ID copies of directors/owners.
• MBD forms 4, 6.1, 8 and 9.
• Municipal statement or lease for bidder and directors (or affidavit).
• PSIRA registration proof.
• B-BBEE certificate or sworn affidavit.
• Proof of address for locality.
• Financial statements if bid over R10 million.
• All documents originally signed in black ink.

Two-stage evaluation:

1. Functionality (minimum threshold 70% to proceed):

• Experience of Company in Security Services: 60 points (5+ projects = 60, 3-4 = 30, less than 3 = 10). Signed appointment and reference letters must be attached.
• Experience of Project Team: 40 points. Provide organogram, CVs, and certified copies of qualifications. Scoring: Project Manager (Grade A, PSIRA registered, 10+ years) = 10; Team Supervisor (Grade B, PSIRA registered, 5+ years as guard) = 10; Security Guard (Grade D, PSIRA registered, 3+ years) = 20.

2. Preference points (80/20 system):

• Price: 80 points (VAT inclusive).
• B-BBEE status level: Level 1 = 10, 2 = 9, 3 = 8, 4 = 6, 5 = 4, 6 = 3, 7 = 2, 8 = 1, non-compliant = 0.
• Locality: within Sarah Baartman District Municipality = 10, within Eastern Cape = 8, within South Africa = 5, outside South Africa = 1.

Award: highest total points wins. Tie-breakers: highest specific goal points, then highest functionality points, then drawing of lots.

Contract period: three (3) years. The municipality will relocate from Gqeberha to Addo in the near future.

Services required:

• Access and exit control at all entrances.
• Securing buildings, premises and assets in emergencies.
• Guarding and armed response 24 hours a day, 365 days a year.
• Ad hoc guards for special functions or meetings (arranged separately; indicate availability and notice period).

Operational hours: two 12-hour shifts covering 24 hours; shifts start at 05:50 (for 06:00) and 17:50 (for 18:00); handover at each station.

Access control duties (vehicle gate and ground floor): register all vehicles and visitors, obtain clearance for property leaving, escort contractors, remain visible at entrances, be customer-focused and professional. Gates opened/closed per site instructions.

Roaming patrols: patrol all floors and perimeters every 30 minutes, 24 hours a day; provide proof of implementation.

Language: all guards proficient in English and at least one other official language; able to read, write and communicate effectively in English (Grade 12 preferred).

Staffing requirements (placement):

• 3rd Floor Garage Vehicle Entrance: 4 Grade C guards (2 day, 2 night), 7 days a week.
• Ground Entrance: 2 Grade C guards (day shift, Monday to Friday).
• Winston Ntshona Street staff parking: 1 Grade C guard (Monday to Friday, 07:00-17:00).
• Site Supervisor (armed response reaction): 1 roaming Grade B guard (day shift, Monday to Friday).

Clocking points: ground floor 1 (clock every 15 minutes), 2nd-6th floors 2 each, 7th floor 1; patrol guard clocks within 30-minute intervals.

Service provider responsibilities:

• Provide public liability insurance of R10 million (including firearm-related claims).
• Guards minimum Grade C with police clearance; all guards, directors/owners PSIRA registered.
• Pay guards at or above PSIRA rates; provide provident fund, workmen's compensation, UIF.
• Deploy guards on time; maintain reserve force on standby.
• Report emergencies/illegal activities to SBDM official.
• Submit monthly report by the second working day of the month.
• Provide access control books, occurrence books, rechargeable torches, two-way radios, smartphones with email/WhatsApp.
• Ensure staff undergo compulsory induction on site and emergency plan; new staff inducted before placement.
• Cooperate with SAPS and other law enforcement.

Municipality provides: security office space (except Winston Ntshona Street parking and toilets), gate remotes, keys and padlocks, weekend instructions, operational procedures, and two telephone extensions at boom gate and visitor entrance.

Guard numbers may be reviewed; invoices adjusted accordingly.

Operational approach:

• Two 12-hour shifts covering 24 hours, with handover at each station.
• Access control procedures for vehicles and pedestrians at all entrances.
• Roaming patrols every 30 minutes on all floors and perimeters.
• Armed response reaction available 24/7.
• Ad hoc guards for special functions with stated notice period.
• Monthly reporting by second working day.
• Clocking system with specified intervals (15 minutes at main entrance, 30 minutes for patrol).
• Reserve force on standby.
• Cooperation with SAPS and other law enforcement.

Company experience: scored on number of completed security projects (5+ = 60 points, 3-4 = 30, less than 3 = 10). Signed appointment and reference letters must be attached and disclosed.

Project team experience (40 points):

• Project Manager: Security Grade A, PSIRA registered, minimum 10 years experience (10 points).
• Team Supervisor: Security Grade B, PSIRA registered, minimum 5 years as security guard (10 points).
• Security Guard: Grade D, PSIRA registered, minimum 3 years as security guard (20 points).

Provide company organogram, CVs with qualifications and experience, and certified copies of professional registrations.

Quality requirements are embedded in the service level agreement and operational standards:

• Guards must be in uniform with identification cards and presentable.
• Customer service focus: treat visitors with respect.
• Monthly reports due by the second working day of the month.
• Proof of patrol implementation required.
• Induction training compulsory for all staff before placement.
• Compliance with PSIRA rates and statutory deductions.

Pricing schedule (Schedule C) requires:

• Offer valid for 90 days from closing date.
• All prices inclusive of VAT.
• Cost structure for Year 1, Year 2, Year 3 for two sites: SBDM Offices (Standard Bank building) and Winston Ntshona Street parking, both in Gqeberha.

Total bid price to be entered on the bid form.

Pricing schedule (Schedule C):

• Offer valid for 90 days from closing date.
• All prices inclusive of VAT (for registered VAT vendors).
• Provide cost structure for Year 1, Year 2, Year 3 for two sites: SBDM Offices (Standard Bank building) and Winston Ntshona Street parking, both in Gqeberha.

Financial statements for the past three years (or since establishment) required if bid value exceeds R10 million (VAT incl.).

Estimated contract value not exceeding R1 500 000 (VAT incl.) for three years, per the preference points form.

Mandatory registrations:

• Central Supplier Database (CSD) registration prior to submission; failure renders bid null and void.
• Private Security Industry Regulatory Authority (PSIRA) registration for the bidder, all guards, and directors/owners; proof in bidder's name required.

Mandatory forms (each one line):

• MBD 4 (Declaration of Interest): discloses connections to state or municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies independent pricing.

Other compliance:

• Company registration (CK) documents and certified ID copies of directors/owners.
• Municipal account or lease for bidder and directors; if unavailable, affidavit declaring no municipal debts over 90 days.
• B-BBEE status level verification certificate or sworn affidavit (for EMEs) to claim points.
• Proof of address of office dealing with the project for locality points.
• Tax clearance (Schedule F) and financial particulars (Schedule H).
• All documentation originally signed in black ink.
• Bidders must not be persons in the service of the state.

Service provider responsible for staff physical safety, disciplinary matters, and compliance with labour laws.

Municipality not liable for injury to service provider personnel.

Staff must undergo induction on site and emergency plan.

Public liability insurance of R10 million required, covering claims including firearm misuse.

Guards must have police clearance certificates.

Contract duration: three years.

General Conditions of Contract (GCC) and any special conditions apply.

Bid validity: offer remains binding for the validity period from closing time; withdrawal within that period may lead to recovery of additional costs by the municipality.

Governing law: Republic of South Africa; bidder chooses domicilium citandi et executandi.

Bidder accepts full responsibility for proper execution of the contract and is liable as principal.

Confidentiality: all materials supplied with the bid remain property of SBDM and may be recalled.

No obligation: the request for bid does not constitute a contract or obligation to purchase.

Fraudulent preference claims may lead to disqualification, cancellation, damages, restriction from state business for up to 10 years, and criminal prosecution.

Bids must be on official original forms; printed copies from websites must be original prints.

Late, incomplete, facsimiled, emailed, telephonic bids rejected.

Lowest or only bid not necessarily accepted; municipality may accept part or full bid.

Clarification requests must be answered within 48 hours.

Bids in sealed envelope marked with bid number and placed in bid box before closing.

Mandatory requirements:

• PSIRA registration for bidder, guards, and directors/owners.
• Company registration (CK) documents and certified ID copies of directors/owners.
• Fully completed MBD forms 4, 6.1, 8 and 9.
• Municipal statement of account (3 months) or valid lease for bidder and directors; or affidavit declaring no municipal debts over 90 days.
• CSD registration.
• Financial statements for past three years if bid value exceeds R10 million.
• B-BBEE certificate or sworn affidavit.
• Proof of address for locality points.

Evaluation uses 80/20 preference points system: 80 points price, 10 points locality, 10 points B-BBEE.

Functionality threshold: minimum 70% to proceed. Functionality scored on company experience (60) and project team (40).

B-BBEE points: Level 1 = 10, 2 = 9, 3 = 8, 4 = 6, 5 = 4, 6 = 3, 7 = 2, 8 = 1, non-compliant = 0.

Locality points: within SBDM area = 10, Eastern Cape = 8, South Africa = 5, outside = 1.

Award to highest total points; tie-breakers: highest specific goal points, then highest functionality, then drawing of lots.